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SEMTE Support Services

Human resources

Human Resources Overview

Welcome to the School for Engineering of Matter, Transport and Energy’s Human Resources. SEMTE HR is here to assist you with your HR needs related to payroll, benefits, leaves (sabbatical, medical and personal), retirement, leave and time reporting and hiring. 

  • We can assist with all hiring for your Sponsored Grants and Research Accounts such as hiring Graduate Research Assistants/Associates, Student Workers (hourly), Postdocs, and Academic Professionals.
  • We also assist with hiring Teaching Assistants/Associates, Graders, University Staff and PRN (as needed) employees.
    SEMTE HR is your liaison with the International Students and Scholars Office regarding the processing of J1 and H1B requests as well as the process to obtain a green card.
  • Offer letters are considered contracts and can only be generated out of the SEMTE HR office. 
  • Before making any offers (verbal or written), please consult with SEMTE HR

Hiring

Hiring Graduate & Hourly Student Employees

How do I hire an hourly student?

Please send Gayla Livengood a Hourly Student Hiring Form (link below) completed with the following information at least two weeks in advance of the desired start date to process the job posting in the recruitment system:

  • Please use the Hourly Student Hiring Form to request a hire and include the following information:
    • Requested Start date and expected end date
      • The start date must be a future date and allow enough time for the recruitment process to be completed and to get HR approval.  The student cannot start working until we have approval, which could take one-two weeks from the time we receive all of the information.
    • FTE/hours per week
    • Hourly pay rate
    • Account number to pay from:  work with your RAA/Accountant
    • A brief job description (a few sentences is fine)
    • Qualifications:  Include very specific criteria including requirements for a specific program/major, specific courses taken and if there is a specific grade required for course (B or better, etc.), if there are specific areas that they need to have prior experience in, please list.
  • If you have a hire in mind:
    • Make sure this person has the qualifications you need for the position listed on your hiring
    • The student will need to apply to the job as soon as possible after it’s posted with their resume, cover letter three references.
    • We will still send you all of the applications received in case you find that there may be a better qualified applicant that you want to consider for this position.
  • Return the completed hiring form to Gayla and if you are sending this electronically, please send to Gayla Livengood as well as SEMTEHR@asu.edu.
  • Gayla will then review the form for the necessary information and then get approval from the applicable account manager.
  • Once the job is posted, Gayla will let you know what the job posting number is so you can let interested students know to apply to this specific job posting in order to be considered. 
  • The student will be required to fill out a new employee payroll packet including an I-9 form within their first three days of employment and submit to ASU Human Resources (if they do not currently have an active position).
Please note:
  • Student worker job postings must remain up for at least three days before we can make a hire.
  • We are required to enter interview notes and indicate the reason why you selected the student for hire into the recruitment system before we are able to offer the job in the system.  The hire will be on hold until we receive this information from you. 
  • There are several approvals/verifications during the process that involve central HR and the Student Employment/Financial Aid office, so this process will take up to two weeks if we are waiting on the student to apply or for other required information and approvals.
  • Students will receive their offer letter through the recruitment system and accept electronically towards the end of the recruitment/hiring process in order for their appointment to be processed in the payroll system. 

Reminder:
International Students can only work a maximum of 20 hours per week during the academic year to include all positions they are employed in.  

All students are limited to 25 hours or less per week between all positions during the academic year in order to be in compliance with ASU’s guidelines and rules surrounding the Affordable Care Act and limitations on hours worked in non-benefits eligible positions

How do I hire a graduate student?

To hire Research Assistants/Associates (RA), Teaching Assistants/Associates (TA) and Graduate Service Assistants (GSA)

Please provide the following information to Gayla Livengood at least two weeks before the desired start date:

    • Full name of student
    • ASU ID for student
    • Start date and end date must be the beginning of  a pay period
      • The start date must be a future date and allow enough time for the recruitment process to be completed and to get HR approval.
    • FTE/hours per week (generally 50% or 25% for RA or TA)
    • Bi-weekly pay rate & amount for semester or AY
    • Account number to pay from- work with your RAA/accountant
    • Any additional support such as UGF or Fulton Fellowship
    • Job description:  at least a few sentences long 
  • Students will receive their offer letter via email. We require an actual signature on the letter, however, a scanned copy sent back via email is acceptable
  • Research Assistant and Associate positions carry a tuition stipend and health insurance.
  • Graduate Service Assistants are paid by a stipend but are not required to be enrolled in more than one credit.  They do not receive a tuition waiver or health insurance as part of their appointment.
  • The student will be required to fill out a new employee payroll packet including an I-9 form within their first three days of employment and submit to ASU Human Resources (if they do not currently have an active position).

REMINDER:
International Students can only work a maximum of 20 hours per week during the academic year to include all positions they are employed in.

RAs and TAs must not work more than 50% FTE GSAs are are limited to 25 hours or less per week between all positions during the academic year in order to be in compliance with ASU’s guidelines and rules surrounding the Affordable Care Act and limitations on hours worked in non-benefits eligible positions.

How many hours per week can my student work?
  • Hourly students and GSAs are limited to working 25 hours per week on average during the academic school year between all jobs on campus per ASU’s guidelines regarding benefit eligibility and the Affordable Care Act.
  • RAs and TAs must not work more than 20 hours per week, 50% FTE
  • During the summer, most students are eligible to work up to 40 hours per week as long as they didn’t exceed 25 hours per week on average during the school year.   Please check with HR on a case by case basis if you want your student to work full time over the summer or during breaks..
  • For more information, please see:  https://cfo.asu.edu/hr-acafaq2
  • International students can only work a maximum of 20 hours per week (cumulative of all active positions) while classes are in session regardless of position type (RA, TA or hourly)
    • Exception: Summer Sessions
    • Other exceptions may apply as related to the specific employees F1 visa.  The student should consult with ISSO if they have any questions.
How do I approve time for hourly students?

Please see the TAS Quick Reference Guide for instructions on how to approve hourly student and staff hours worked.   

Here are the instructions for hourly students to submit hours worked (included in their offer letter):

To obtain approval from your supervisor for hours worked, please go to https://tas.asu.edu; log in and enter “Hours Worked” for each day. Click “Submit Request”. You will then access the time reporting system by going to “MyASU”. Log in and direct your attention to the “My Employment” section on the right side of the page. Click on the “Time” tab and then “time & leave reporting”. This will generate your online timesheet. Use the drop down menu next to “View By” to report your time weekly or bi-weekly. Enter the hours you have worked for each day. Under the time reporting code you will select “STH” for Student Hourly. Click the “Submit/Certify” button. To confirm that your hours match in both systems go under the “My Requests” tab in TAS and click on “Time Report” and this will show you what you have entered in both. You will receive an email when your time has been approved. The request must be submitted by 12:00pm on Thursday before the end of the pay period. Please note, you may need to submit your hours for approval prior to Thursday if there is a holiday.  It is your responsibility to have your time approved by your supervisor before 5:00pm on Friday. Your online timesheet will display the current time period. Here is a link to the pay schedule http://cfo.asu.edu/fs-academicpay.

Terminations, Resignations & Graduation
  • If a student is no longer working for you, notify SEMTEHR@asu.edu ASAP to avoid the employee getting overpaid. 
  • If a student employment relationship is not working out, please let us know and we can assist with ending the appointment based on unsatisfactory work performance.
  • Domestic students that are graduating can work up to two weeks past their graduation date.
  • If your student worker is an international student and they are graduating, please check with SEMTE HR to find out when their last day of work should be.
    • Typically, international students are not able to work past their completion date.
      • For a graduate student, the completion date is typically defined as the date when all revisions are completed for their defense.  If they have OPT approved, they can usually work through end of the semester.
      • For an undergraduate student, the completion date is usually the graduation date. 
  • Please see the Student Employment website for more information about end dates for students and student rights and responsibilities:  https://students.asu.edu/employment

Information for students

Information for graduate and hourly students

Welcome to SEMTE! Please see the information listed below that will provide helpful information in getting set up at ASU and in the payroll system and taking care of requirements for your hourly student worker or graduate student worker (RA/TA) position.

Instructional support

Graders – funded from SEMTE
  • Provided at a rate of 1 hour of grading for every 10 students enrolled
  • $10.50 per hour, paid bi-weekly
  • Hourly position, no tuition or health benefit
  • Graders are to be used for homework grading of main course section and cannot be used to staff recitations, run labs, etc.
  • Grader must submit hours that faculty supervisor approves
Hourly Teaching Aide’s (also referred to as “hourly TAs”, “UGTA’s”) – funded from SEMTE
  • Provided to specific courses with labs and/or recitations
  • Courses are designated by program chairs
  • $10.50 per hour, paid bi-weekly
  • Hourly position, no tuition or health benefit
  • Hourly TA’s must submit hours that faculty supervisor approves
Graduate Service Assistant (GSA)
  • Graders or hourly teaching aides that are graduate students may be hired as a GSA
  • Students are paid on a salary basis and do not need to submit hours for approval
  • Salary is calculated based upon hours per week (based on enrollment), hourly pay rate and 15 weeks in a semester
  • No tuition or health benefit
UGTA’s – funded thru Fulton
Teaching Assistants/Associates – funded from SEMTE
  • Courses designated by program chairs
  • Full time (50% FTE) TA’s are obligated to work  20 hours per week and in addition to their stipend also receive a full tuition waiver and health insurance
  • Half time (25% FTE) TA’s are obligated to work 10 hours per week and in addition to their stipend also receive a partial tuition waiver (half of resident tuition)
  • TA duties involve direct interactions with students and include activities such as running recitations, problem sessions or labs and holding office hours. 
  • Must enroll in 12 credit hours during the academic year and 1 credit hour during summer
  • Application processes are announced in late Spring and Fall Semesters via email directly to students’ official ASU email (@asu.edu, not @gmail.com) addresses. Only students who are both admitted and registered in SEMTE grad programs are eligible to apply. No applications are accepted any other time.
University Graduate Fellowships – funded via SEMTE from Graduate College
  • Funds disbursed at discretion of program chair and director
  • Supports recruitment and retention
  • Must be PhD student
  • Must be enrolled in a minimum of 6 credit hours during AY and 1 credit hour in summer

Must request exception to 6 credit minimum if in continuing registration status and have completed all course requirements.

Leave management and time reporting

Leave Management

Leave and Time Reporting Process

Please see the TAS Quick Reference Guide for more information and instructions. We have also created the following PowerPoint presentations with instructions:

  • TAS Supervisor Instructions
  • TAS for Hourly Employee Instructions
  • Hourly Staff (non-exempt) and employees on PRN (as needed) appointments are required to report time worked and leave time every pay period. If hours are not submitted and approved by the payroll deadline, the employee will not receive a pay check.
  • Hourly Staff (exempt), University Staff, Academic Professionals and Postdocs are required to report leave time every pay period (if applicable)
    • Examples:
      • Sick
      • Vacation
      • Jury Duty
      • Bereavement

Visas

Contact SEMTE HR (semtehr@asu.edu) or ASU’s International Students and Scholars Center (ISSC) (https://issc.asu.edu/) if you need assistance with an employment-related visa.

F-1 Optional Practical Training (OPT)
  • Optional Practical Training (OPT) is a benefit from United States Citizenship and Immigration Services (USCIS) that allows international students in F-1 status to gain off-campus work experience in their field of study before or after completion of studies for a maximum of 12 months.
  • F-1 students who received a bachelor’s, master’s or doctoral degree in a STEM (Science, Technology, Engineering or Math) field may apply for a single 17-month extension of their 12-month OPT period.
  • International students should work with their graduate and faculty advisor to determine an appropriate completion date and then the student should apply for OPT at least 90 days in advance of their completion date if they plan to remain in the US to work following their completion date and graduation.
  • International students can usually work through end of the semester in a student position as long as their OPT has been approved and they have received their EAD after their completion date (generally defined as the date that all revisions are complete for their defense). After the end of that semester, the recent graduates must be hired into a non-student position while on OPT.
Exchange Visitor Program – J1 Visa
  • International visiting scholars are required to obtain a J1 visa
  • Provides foreign nationals an opportunity to collaborate and designed for temporary educational and cultural exchanges
    • Visitors come to teach, conduct research, observe, consult or demonstrate specialized knowledge or skills
  • Understanding is the visitor will return to home country at the end of the program.
  • Visitors must have sufficient funding of at least $1200 per month while they are in the US. If visitors will be brining dependents, they must provide proof of additional monthly funding of $350 per month for a spouse and $200 per month for each dependent child.
  • The process of requesting a DS-2019 is initiated by the SEMTE HR office after you contact us with your intent of bringing in an exchange visitor.
    • ISSO will not take requests directly from a faculty member or a visitor – only from the designated department contact
  • Once we have the request from you, we will work directly with the exchange visitor to gather all the required documents and submit to ISSO
  • We must provide the visitor with a letter of invitation to visit ASU.
  • Within about one month, we will receive the DS2019 and send it via FedEx to the exchange visitor.
H1B Visa Requests
  • The process to obtain an H1B visa can be time consuming, so please plan ahead.
  • Please request at least six months in advance of employment start date.
  • If a request is submitted less than six months to the start date, either the start date will have to be delayed or premium processing will have to be requested at an additional expense of $1225.
  • H1B visas should only be requested for individuals you intend to employ for at least 1 – 3 years and generally only for full time employees.
  • There are additional expenses every time a new petition is filed.
  • If you intend to fund someone for at least 3 years – the initial petition should be for 3 years.
  • If you do not have the funding or anticipate funding for an extended amount of time, the petition should be requested for the time you anticipate funding.
  • Petitions have to be amended in advance and require additional filing fees for the following items:
      • Change in job responsibilities (ex: original petition indicated research only, now you want employee to teach)
      • Change in job location (ex: original petition indicated ASU as work location and now you have a collaborator at another university in California where employee will go to physically work)
      • Title changes and salary increases may require an amendment.
      • Changes in FTE or hours
      • Employee is currently on H1B at another University and you are hiring them at ASU
Permanent Residency/Green Card Process
  • The process to obtain a green card can vary due to individual circumstances. There are two routes based on school sponsorship:
    • Outstanding Researcher/Professor (ORP) – estimated cost is generally between $7,500-$10,000 depending on the complexity of the case. Processing time is generally between 1-2 years.
    • Labor Certification process – involves a job posting and is handled thtough ASU’s international office, however, the cost is much less, around $1225 for the filing fee
    • You must be in H-1B status in order to apply for permanent residency.
  • Please contact SEMTE HR to set up a time to discuss the processes if you or a member of your lab is looking into applying for permanent residency (green card).
TN Visa (Mexican and Canadian NAFTA Professional Worker)
  • Canadians and Mexicans may be eligible to work in the United States as NAFTA professionals under the following conditions:
    • Applicant is a citizen of Canada or Mexico;
    • Profession is on the NAFTA list;
    • Position in the United States requires a NAFTA professional;
    • Applicant will work in a prearranged full-time or part-time job for an employer (see Required Documentation).
    • Applicant has the qualifications, meeting the specific requirements, education, and/or experience, of the profession.
    • With some exceptions, each profession requires a baccalaureate degree as an entry-level requirement. If a baccalaureate is required, experience cannot be substituted for that degree. In some professions, an alternative to a bachelor’s degree is listed. For some professions, experience is required in addition to the degree. For a complete list of professions with minimum education requirements and alternative credentials, see Appendix 1603.D.1 of NAFTA Chapter 16.
  • The SEMTE HR office will prepare the required TN letters used when entering the US at a Port of Entry (usually and airport or border crossing).

Volunteers

Volunteers

  • Volunteers are persons participating in Arizona State University (ASU) work/activities under the direction and control of an ASU authorized official and are not being paid.
    • Liability coverage is extended to volunteers acting at the direction of an ASU official and within the course and scope of their ASU authorized activities.
    • Volunteers of ASU are provided the same liability protection afforded employees.
    • Volunteers acting within the course and scope of their ASU authorized activities may be covered for their liability exposure as authorized volunteers of ASU.
  • ASU volunteers are NOT covered by workers’ compensation insurance for injuries or illness resulting from their volunteer activities.
    • Volunteers are strongly encouraged to obtain their own medical insurance before participating in this program.
  • Beginning July 1, 2017, Arizona State University volunteer registration forms must be submitted online via DocuSign. All volunteers must complete a form prior to beginning their volunteer duties. For more information about the new process and form links, visit the ASU Insurance and Risk webpage https://cfo.asu.edu/volunteer-insurance-services. Note that there is a different form for volunteers under the age of 18.
  • The online registration page https://cfo.asu.edu/volunteer-insurance-services requires registrants to enter their name and email address, their faculty supervisor’s name and email address, and their Department Head’s name and email address. SEMTE volunteer registrants should enter the following as their Department Head: Cara Rickard, Cara.Rickard@asu.edu.
  • Volunteers must complete lab safety training if they will be volunteering in the lab: https://cfo.asu.edu/ehs-training
  • Lab Safety Training is valid for one year; it must be re-taken every 365 days.

HR Contacts

School for Engineering of Matter, Transport and Energy
Arizona State University
Engineering Center, G-Wing 301
501 E. Tyler Mall
Tempe, AZ 85287-6106

Phone: 480-727-9316
Fax: 480-965-5654
SEMTEHR@asu.edu

Mariah Pacey

Mariah Pacey
Business operations manager, senior
Human Resources
Mariah.Pacey@asu.edu
480-727-9316
Responsibilities:

  • Oversee HR department for SEMTE
  • Leaves
  • Staff
  • Faculty
  • H-1B visas and Permanent Residency Cases

Samantha Gabriel

Samantha Gabriel
Human resources specialist, senior
Human Resources
Samantha.Gabriel@asu.edu
480-727-2639

Responsibilities:

  • Academic Professionals
  • Postdocs
  • Staff and faculty hires (soft-funded)
  • J1  & H-1B Visas, Permanent Residency
  • Affiliate access & Volunteers
  • Leaves